May 2018 Special Meeting Minutes

A Special Meeting of the Eisenhower Public Library District Board of Trustees May 31, 2018
President Braun called the meeting to order at 7:01 P.M.
Present: Braun, Sticha, Magnuson, Ross (7:05 P.M.), Rothbart, Magnelli.
Absent: Ringelstein.
Also Present: Wittmann, Bacarella 
Landscaping RFP- Approval of bid—APPROVAL OF BID—
We received bids from Anne Roberts Landscaping and KGI Landscaping. The Board reviewed both bids. Anne Roberts bid included boulder seating and Director Wittmann thinks we would hold off on that if their RFP is accepted. Anne Roberts proposal is very detailed and includes everything required by the RFP. KGI Landscaping’s proposal is lower than Anne Roberts however there is no detail on plantings. KGI’s license they included with their proposal was expired. Trustee Magnelli would like Anne Roberts to supply their license and insurance if their bid is accepted. Trustee Sticha moved, seconded by Trustee Ross, TO ACCEPT THE PROPOSAL FROM ANNE ROBERTS GARDENS FOR THE INSTALLATION OF LANDSCAPE AND PLANT MATERIALS AT SPECIFIED LOCATIONS IN THE SUM OF $78,136.15. A Roll Call Vote on the Motion was taken and the results were as follows: AYES  Braun, Rothbart, Magnelli, Sticha, Ross, Magnuson. NAYS None.  ABSENT  Ringelstein. The motion carried.
Building Automation System RFP—
Elara waived the pre-bid walk-thru for the project due to only two companies attending the pre-bid walk-thru. The three contractors initially who were going to bid the project are; Interactive Building Solutions, Automatic Building Controls, and Intelli-Building Control and Solutions. Mark Rockwood with Elara just informed us that Automatic Building controls advised that due to their product offering, they will not be able to reuse the VAV controllers on the project, and therefore will not be submitting a bid as they would need to replace all of the VAV controllers. This would cause them to submit a very high bid number. The bid opening took place on 5/30/18, Interactive Building Solutions was the lowest bidder. The Board is very concerned about the price difference between the two bidders and would like to talk to Mark at the June Board meeting.
Trustee Ross moved, seconded by Trustee Magnuson, THAT THE MEETING BE ADJOURNED.  A voice vote was taken and the motion carried. The meeting was adjourned at 7:25 P.M.